Contents Slide Presentation ..................................................................................................... 1

Examining a FOP for Next Fiscal Year (NFY) Budget Prep ......................................... 5

HR121 Current Appointment Examples .................................................................... 7

FI002 Current Budget Examples .............................................................................. 10

FI202 Base Budget for Next Year ............................................................................. 11

HR103 Projected Salary Expense ............................................................................. 12

HR104 Position Budgets Minus Annual Salary Expense .......................................... 13

Budget Development Base Budget and Projected Salaries ..................................... 14

Early Planning

Budget Prep Series

Administration and Finance Information Systems Management

Early Planning for Budget PrepByron Anderson

Administration & Finance Information Systems Management (AFISM)

A&F Information System Management (AFISM)Early Planning for Budget Prep

(2)

What is Budget Prep? Annual Preparation for Next FY (NFY)

• From Current FY (CFY) Original Budget• Plus Permanent Adjustments• Planning in May for September

Budget WebsiteRaiderLink > A&F Work Tools > • Budget Home > Budget Prep Resources• Budget Announcements

Concurrent CFY and NFY Systems

A&F Information System Management (AFISM)Early Planning for Budget Prep

(3)

Budget Prep Procedures1. TEAM App: Grant Access to Preparers2. Salary Planner: Establish Employee Pay3. Transfer System: For transfers between

two different funds4. Budget Development. Set the Operating

Budget. Salaries (6A1, 6A2, etc) are updated from Salary Planner. Transfers are updated from the Transfer System.

5. Cognos Reports: To review and edit Salary Planner and Budget Development

Early Planning for NFY 1

A&F Information System Management (AFISM)Early Planning for Budget Prep

(4)

Start with the Pre-Prep Checklist

A&F Information System Management (AFISM)Early Planning for Budget Prep

(5)

1. Review Budget Prep Security TEAM App

• Access Request: Add/Delete Access for Org Mgrplus 2

• Budget Prep Reports to view assignments

Review Organization Hierarchy • Cognos > TTU Finance > All Finance Reports >

FI028

HR127 Organizations for Budget Prep• Shows Org Mgr plus 2• Can be reviewed as needed• Burst to Dean Level Business Manager

A&F Information System Management (AFISM)Early Planning for Budget Prep

(6)

2. Review Positions for Your Orgn(s) Employee Salary Equals Position Budget

View Positions for Each Orgn• POSN > RPT_PBUD_002• Are all positions listed?• Email ambud@ttu.edu with changes; include

Financial Manager or alternate as approvers

View Employees by Home Orgn• RPT_EMPL_007

• Are employees assigned properly?

• Email HR Comp Ops with changes

Early Planning for NFY 2

A&F Information System Management (AFISM)Early Planning for Budget Prep

(7)

3. Student Positions / Summer Appts Reports

• HR103, Preview Employees for Salary Planner• HR011, Pooled Positions with Incumbents by

Organization

Guidelines for Job End or Termination• Terminate those not returning for NFY• Summer Appts end on or before August 31st

• Federal WS W-position end by August 15th

• State WS W-position end by August 31st

A&F Information System Management (AFISM)Early Planning for Budget Prep

(8)

4. Temporary Funding Employees cannot be paid from funds

that end on or before August 31• EDT_NBAJOBS_001 JLBD Funded From Ending

Grant• College Temporary FOP / SPAR Temporary FOP• Change Labor Distribution in Salary Planner• Job Labor Distribution – Future form

A&F Information System Management (AFISM)Early Planning for Budget Prep

(9)

5. Review and Edit before Budget Prep Reports

• HR103, Preview Employees for Salary Planner• HR104, Preview Postions for Salary Planner• FI202, Preview Budget Development• FI204, Permanent and Temporary Budget Detail

Report• FI235, Preview Budget Development Target

Summary

Budget Prep "Cheat Sheet“ for Suggestions

Early Planning for NFY 3

A&F Information System Management (AFISM)Early Planning for Budget Prep

(10)

6. Register for Budget Prep Classes Budget Prep Training for 1st time

preparers, or take it as a refresher

Budget Prep Workshops to meet with a Budget Analyst for 1-on-1 assistance

From here it’s possible!!

Early Planning for NFY 4

Examining a FOP for Next Fiscal Year (NFY) Starting Budget 1. FI002 – Current Fiscal Year (CFY), is an at-a-glance reminder of your current status. Budget Original is the “starting point” for the CFY, sometimes referred to as the “adopted budget,” and is

considered a “permanent adjustment” for the Next Fiscal Year (NFY) Budget. Budget Adjustment is the CFY total adjustments, the sum of permanent and temporary revisions. Only the

“Permanent Adjustments” will carry forward to NFY. Budget Current is the CFY revised budget after adjustments, and is the current starting point for operations.

2. FI202 - The Base Budget, or NFY starting point, is the sum of the Adopted Budget and Permanent

Adjustments. The Base Budget will be displayed in the Budget Development application of Budget Prep, and can be edited for NFY. This report is a primary reference for the budget preparer.

Early Planning for NFY 5

3. FI204 (Optional) – Might be useful in separating adjustments between permanent and temporary. Permanent Budget is the sum of CFY original (adopted) budget plus permanent adjustments, and represents

the NFY base budget (starting point) which will be displayed in the Budget Development application of Budget Prep, where it will be edited as needed for NFY.

Temporary Budget is the CFY temporary adjustments. Total Budget is the CFY current budget as seen on FI002.

4. FI235 – The Target Budget for Budget Development, with expense summaries; compare to FI202. Salary Budget is the sum of base budget salary accounts (budget pools). Operating Budget is the sum of base budget operating accounts (budget pools). Transfers Out, for FOPs that transfer funds to other FOPs, is the sum of transfers out. Target Budget is the total base budget which will be displayed in the Budget Development application of

Budget Prep, and can be edited for NFY. This report is a primary reference for the budget preparer.

Early Planning for NFY 6

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Early Planning for NFY 7

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Early Planning for NFY 8

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Fund

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Su

mm

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Cre

ate

d b

y:

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y:

Ebeneze

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Early Planning for NFY 12

Acc

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Early Planning for NFY 13

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Early Planning for NFY 14

AFISM Class Evaluation Date: ____________________

Class: Early Planning for Budget Prep Presenter(s): Byron Anderson

Strongly Strongly Please indicate your evaluation of each statement. Agree Neutral Disagree 1. The presentation was easy to follow.

2. The Presenter’s knowledge was sufficient for the topics.

3. The Presenter’s delivery helped me learn.

4. The class included opportunities for questions and discussion.

5. I know more than before I came to class.

6. Class materials will be helpful back on the job.

7. I will recommend this class to others.

8. I will recommend this presenter to others.

9. My evaluation of the overall class is:

The best part of this course:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

The least useful part of this course:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

Suggestions or other comments:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

If you wish to be contacted, please complete the following:

Name: ___________________________________________

Department: ______________________________________

Phone: __________________________________________

Email: ___________________________________________

When completed, return the form before you leave the session, or mail to: AFISM | MS 5064